Starting hourly wage: $18.00 per hour
Job Summary
The principal functions of an employee in this class are to record documents, research records, and process and accept marriage/alcohol licenses as well as passport applications. A Recorder/Passport Specialist must possess strong clerical and customer service skills, including a working knowledge of state and county recording regulations and department policies and procedures. The work is performed under the supervision of the Recording Supervisor in a general office environment.
Key Responsibilities
- Recording Process:
o Review documents and apply appropriate accept or reject criteria, both in manual and/or electronic recording of documents
o Distinguish between types of documents being recorded and accurately index documents for easy retrieval in the future
- Acceptance Passport Processing:
o Prepares transmittal documents for passports, applications, and payment for delivery to the U.S. Department of State
o Identify fraudulent practices used to illegally obtain a U.S. Passport
- Marriage and Beverage License Processing:
o Record, provide copies or certified copies, as well as verify and maintain a variety of documents for marriage license and alcohol license
o Issue marriage licenses
o Process alcohol beverage license/permits applications per both state and county regulations
- Customer Service:
o Provides general information to the public, answers questions, and provides specific information about recording issues and passport issues
o Provides referrals to other departments or staff, as needed, to the public
o Conducts document research for customers
o Provides Notary Service to customers
- Clerical:
o Receives and processes mail
o Collects required fees for services rendered and balances funds received
- Other Duties:
o Performs all work duties and activities in accordance with applicable state statutes and county policies, procedures, and safety practices
o Performs duties in the County Clerk’s area as required
o Other duties as assigned
Qualifications
Skills and Abilities:
- High level of attention to detail and accuracy required
- Establish and maintain effective working relationships with other county employees, supervisory personnel, local elected officials, and the public
- Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner; respond courteously to customer inquiries
- Operate standard office equipment, including a personal computer and programs applications appropriate to assigned duties
- Microsoft Office processes (Outlook, Word, Excel) and job-related software applications
- Maintain confidentiality of information processed or prepared
- Communicate effectively both orally and in writing
- Learn department functions thoroughly to provide general information and explain detailed processes and procedures
- Maintain a professional demeanor during stressful situations
Special Qualifications
- Must be bonded or bondable as Notary Public
- Ability to complete, obtain, and maintain a Passport Acceptance Certificate
- Must successfully complete a background investigation
Education and Experience
- High school diploma or GED equivalency; preferably supplemented with coursework in accounting or secretarial, or other business applications
- One (1) year of general clerical office experience in Customer Service in the public sector preferred
- Equivalent combination of experience and training may be considered
Essential Physical Abilities
- Clear speech with or without an accommodation, to effectively convey detailed or important instructions or ideas accurately, loudly and/or quickly
- Sufficient clarity of hearing with or without reasonable accommodation to enable the employee to hear average or normal conversations and receive ordinary information
- Visual acuity, with or without an accommodation, to read instructions, review and organize documents
- Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks
- Ability to lift 25 lbs with arms vertically outstretched
Disclaimer
To perform this job successfully, an individual must be able to perform the primary job responsibilities satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice.
Canyon County is an Equal Opportunity Employer. Employment decisions related to recruitment and selection is made without regard to race, color, religion, sex, national origin, age, disability, or genetics.
